1 Centrally Billed Account (CBA) Reconciliation Module Overview January 2009
2 Centrally Billed Accounts (CBA) Centrally-Billed Account (CBA)A charge account card established to pay for official travel charges for which the issuing activity guarantees paymentTwo types loaded in DTSReconciliation CBACentrally Billed Accounts loaded in DTS with electronic file transferElectronic invoicing occurs in the DTS CBA Reconciliation ModuleAllows authorized user(s) to reconcile transactions on the Charge Card Vendor (CCV) invoice directly with the traveler’s DTS trip documentTraditional CBACentrally Billed Accounts loaded in DTS without electronic file transferOnly makes account available for traveler authorizationsNo electronic invoicing occurs in the DTS CBA Reconciliation ModuleAccount remains reconciled through traditional means
3 DTS CBA Reconciliation Module CBA Reconciliation Module is a tool in the Defense Travel System to process invoice reconciliation electronicallyIntegrates 3 separate entities (CTO, Transportation, and Financial Management) into one systemStreamlines the process to automate the reconciliation and payment of charge card vendor invoices for charges against the organization’s centrally billed account.
4 CBA Reconciliation Module Overview (cont’d) DFAS charges per ticket to disburse a CBA invoiceCharges vary by Department/AgencyTraditional vs. Reconciliation/ElectronicArmyTrad: $ Recon: $6.24NavyTrad: $ Recon: $8.23MarinesTrad: $26.12 Recon: $6.69Air ForceTrad: $ Recon: $2.08AgenciesTrad: $28.86 Recon: $6.69* REF: cost estimates are based on DFAS billing rates for FY09 posted at https://dfas4dod.dfas.mil/library/. Some service/agency rates can deviate from the cost listed above dependent on the specific customer’s service/agency.Use of CBA Reconciliation represents significant cost savings
5 CapabilityReconcile transactions on Charge Card Vendor (CCV) invoice with DTS trip documentMaintain a searchable database of all invoicesTrack progress of reconciliation processGenerate efficiency reportsIdentifies unmatched transactions, classifies transaction types, and manages the transaction statusDoes not identify mismatches
6 CBA Roles and Responsibilities DTMOCompliance reportsRestage CCV invoicesCreate CBA-DTAArmy CBA-DTALevel 7Air Force CBA-DTATACTravel AssistanceCenterBase CBA Specialist/TOGenerate/view reportsResolve open invoicesAcknowledge/CertifyNavy CBA-DTAMarine CBA-DTAAgencies CBA-DTA66
8 DTS CBA Reconciliation Module DTS receives electronic CBA invoice from the charge card vendor (CCV).The TO completes invoice reconciliation by matching CCV invoice transactions against DTS travel documents; the module ensures associated obligations have been Pos Ack’d as required prior to matching.When all transactions are reconciled the TO completes electronic certification.The invoice is routed through GEX to the appropriate DFAS/Vendor Pay location for processing and then forwarded to DFAS/Disbursing for payment.Upon payment, DFAS/Disbursing returns an advice of payment (through the GEX) to DTS and the invoice is updated with payment information (voucher, date paid, etc.).The completed/paid invoice is then forwarded to the DMDC for electronic archiving.This slide just repeats the visual we just discussed.
9 “Auto-Reconciliation” Process Begins upon receipt of invoice, once previous invoice is certifiedCompares CBA charges on CCV invoice to ticket records on DTS travel documents.Completed authorization or voucherPrimary match if ticket record found and cost matches in travel documentSecondary match based on traveler name, amount, date rangeSearches information in DTS Reservation Module or “Other Transportation” section
10 “Auto-Reconciliation” Process (cont’d) Cannot match if ticket information entered via non- mileage expenseUpon Auto-Reconciliation Complete, will be sent to CBA Specialist to reconcile remaining transactions.
11 CBA Invoice Summary Invoice Summary Displays number of transactions with dollar amounts, header, and statusProvides status of when/if entitlement system paid invoice
15 Reconciliation ToolsRead Only Access (ROA) – view traveler documents and CCV’s electronic invoiceOrganization Access – use Report Scheduler to generate special “TO CBA” report to extract information about trips using CBAGroup Access – ability to view and edit travelers’ documents
16 Current Status 202+ reconciliation accounts Navy largest user with some Air Force, Army, Defense Agency useLast 3 releases have included 21 CBA-related changes to system functionality, enhancing existing functionalityNavy DTS Program Office staff response after Release 5: “The update to the CBA Module is the best that I have seen to date. The operational screen allowsthe TOs to have a much clearer idea of what the necessary actions are…”
17 Common Issues CTO (travel agent) Traveler Routing Officials (ROs) Passenger Name Record (PNR) for reservations is not returned to outbound queue upon ticketingTravelerFail to cancel authorizationsSubmit inaccurate vouchersIndicate incorrect Method of Reimbursement (MOR)Provide inaccurate data in “Other Transportation” entries for CTO direct tickets and CTO feesRouting Officials (ROs)Fail to review authorizations/vouchers, process amendments in a timely mannerSee slide notes
18 Roles & Responsibilities DTMO Customer Service DivisionAssist Service/Agency Program Offices with deploymentEnter CBA DTAs by Service, Agency or major commandRun Compliance ReportsRestage/reject invoices when necessaryMonitor functionalityService/Agency CBA DTASupport sites using CBA Reconciliation ModuleProcess new CBA account load requestsAppoint CBA SpecialistAssist operational site CBA Specialist with training and reconciliation
19 Roles & Responsibilities (cont’d) CBA SpecialistNot required to be a Transportation OfficerManually match DTS transactions that could not be automatically reconciled with invoiceInitiate amendments to correct monetary amountsChange status of a transaction to:Held - transaction is being investigatedDisputed - transaction is disputed with CCVClosed - once dispute process is completeAcknowledges reconciled invoices (contractor/federal employee)Certify reconciled invoices for payment (Government employee trained, appointed in writing)* The CBA Specialist is responsible for reconciling any discrepancies between the CTO and CCV
20 Roles & Responsibilities (cont’d) DTATake action to correct rejected transactions that impact ability of the CBA Specialist to reconcile CBA transactionsAuthority to grant permission level 4 (for CBA Specialist)Assist CBA Specialist with:Obtaining ROA accessRegistering for access to DTMO Travel Assistance Center (TAC)Contacting traveler, Approving Official (AO) to coordinate required amendment actions needed to match CBA transactions
21 Suggestions for Success Traveler in DTSUse Reservation moduleRequest assistance button vs. calling CTO directlyProperly cancel DTS documents using “trip cancel”Authorizing Official (AO) & Reviewing Official (RO)Adhere to local business rulesApprove documents in a timely mannerUse to proper cancellation proceduresUnderstand CBA Amendment stamps and purposesCTOFollow and understand your local business rulesUse DTS ticketing proceduresProvide comments to the traveler and AOSee slide notes
22 CBA Resources CBA Training No cost to users Instructor-led F-200: CBA Reconciliation OverviewExplains how to use DTS CBA Reconciliation ModuleOffered quarterly, 1.5 hoursF-205: Advanced CBA ReconciliationProvides hands-on examples, troubleshooting techniques, and best practices for using CBA Reconciliation Module and its various functionsPrerequisite: F-200
23 CBA Resources (cont’d) ManualsCBA Reconciliation ManualCBA Desk Reference GuideCBA WorksheetDTA ManualFAQsTraining and other resources are available through Travel Explorer (TraX)DTMO website: